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Electronic Documents and Records Management Systems (EDRMS)

This programme is must for anyone planning or about to embark on the implementation of an Electronic Document and Records Management System (EDRMS) or Enterprise Content Management System (ECM).

Description

This programme is must for anyone planning or about to embark on the implementation of an Electronic Document and Records Management System (EDRMS) or Enterprise Content Management System (ECM). The course is designed as a workshop with lots of interaction and discussion, to assist delegates to determine the potential pitfalls of implementing EDRMS/ECM systems, and to avoid them, through a detailed understanding of all the implications.
 
This programme is designed to equip delegates with the skills necessary to understand, plan for and implement an Electronic Document and Records Management System (EDRMS). The course is product-neutral and highlights the key issues required for successful implementations, and how to avoid the pitfalls commonly associated with EDRMS systems.

Course Objectives

By the end of this training course, participants will be able to:
  • Understand the legal environment surrounding electronic documents and records
  • Understand the policy and procedures which need to be created and implemented
  • Be able to plan for and compose the team who are needed to conduct the implementation
  • Develop a classification scheme
  • Understand the core components that make up an EDRMS system and how to evaluate    which components are required in their organizations
  • Have a working knowledge of the applicability of digital signatures
  • Be able to implement a records retention schedule
  • Create an inventory of records in the organization
  • Determine the current maturity and readiness of the organization to implement EDRMS.

Who is this Training Course for?

This course is designed for individuals who manage, or who are involved with, any aspect of document control and records management. This includes records and information managers, in-house counsel, privacy officers, information security and protection managers, litigation and discovery staff, compliance officers, internal auditors, IT and enterprise content management professionals, and administrative
managers. It has been specifically designed to support activities across all types and sizes of organizations and sectors working locally and globally.
 
This course is suitable to a wide range of professionals but will greatly benefit:
 
  • Records Managers
  • IT Staff responsible for selecting and implementing EDRMS and ECM systems
  • Business unit representatives responsible for implementing DRMS systems
  • Business and systems analysts on the EDRMS project
  • Departmental managers responsible for Records Management

How will this Training Course be Presented?

With the assistance of your expert facilitator, you will be equipped with a practical step-by-step approach to successfully implement your new electronic documents and records management system. This training programme will, through case studies, practical exercises and group discussions, empower you to apply EDRMS principles to ensure data integrity, quality and security.

The Course Content

Current legislation governing the management of information in organizations:

  • Electronic Communications and Transactions Act
  • National Archives and Records Service of SA Act
  • Protection of Personal Information Act
  • Promotion of Access to Information Act
  • The new Companies Act
  • The King III Code of Corporate Governance
  • Other relevant regulations and guidelines in the public and private sector

 

 

Identifying the types & characteristics of information resources to which the legislation applies:

  • Records
  • Documents

 

Defining the steps for developing an EDRM policy in your organization:

  • Classification
  • Appraisal
  • Retention
  • Disposal management

 

Examining & quantifying the potential benefits and business case for designing and implementing a records management framework:

  • Accountability and transparency
  • Relevance of document retention and data integrity
  • Systems efficiency and cost reduction
  • Integration of data
  • Streamlined business processes for accessing and storing data

 

 

Development of Effective DRM Policies & Procedures

 

Determine the essential elements of your DRM policies & procedures document:

  • Scope and aims of the policy
  • Records management principles and approach
  • Responsibilities of record management
  • Resources and systems
  • Records retention and disposal
  • Classification design
  • Protection and access of data
  • Disaster recovery
  • Monitoring and measurement
  • Standard procedures

 

Evaluate the management of different types of documents:

  • Paper records
  • Born-digital Electronic documents
  • Images

 

Determine the infrastructure & technology resources required to actively manage your records management system:

  • Assess the needs of each department
  • Evaluate the appropriate technology to capture and preserve all electronic and business documents
  • Analyse your current Information systems and technology
  • Examine the criteria for identifying and selecting an appropriate DRM system:
  • Functionality of the system
  • Alignment with your organisation’s infrastructure
  • Upgrading current systems

 

Analyse effective roll-out methods & adoption for efficient application by all users:

  • Deployment of policies
  • Security considerations
  • Communication policy to promote your policies

 

Change Management requirements & Planning

 

Identifying what needs to change in your organization in order to ensure the highest level of success in managing your business documents & records:

  • People
  • Processes
  • Systems

 

Planning your change management strategy:

  • Consulting the Customer and Employee
  • Stakeholder analysis
  • Regular information sessions
  • Promoting participation in the process
  • Gather feedback to ensure continuous improvement

 

Defining the appropriate mechanisms for driving forward a change management process that will overcome the fears of implementing a records management programme & systems & get buying at all levels by using a:

  • top-down approach to create a culture of leadership and ownership of the process
  • bottom-up approach to sustain the readiness and capacity for the change in adopting your DRM initiative
  • Aligning the goals of each business unit with your overall business objectives in order to drive your DRM and business performance
  • Promoting an awareness among your internal and external users by effectively communicating the benefits of your DRM system
  • Creating and communicating a shared vision, mission and core values to drive forward your DRM process and improve overall information and records management compliance and performance
  • Successfully overcoming the internal resistance obstacles to your DRM policy by cascading your DRM system down to all your business units
  • Applying the appropriate reporting processes for effectively implementing and maintaining your DRM system

 

Roles & Responsibilities

Analysing the capabilities, functions & responsibilities of your managers & users who are required to plan, implement & manage your DRM system:

 

  • Ensure that the DRM policies and procedures and internal controls are executed responsibly
  • Maintain effective, efficient and economic utilisation of all resources to ensure sound records management
  • Safeguard business records against loss and damage
  • Promote the effective capture and storage of all records
  • Understanding the general responsibilities of the Chief Information Officer (CIO) and IT department in assessing potential risks and achieving efficient records management practice
  • Evaluating the appropriate training and support programmes for all stakeholders in optimizing the effective functionality of your DRM system
  • Obtaining buy-in from all staff and overcoming communication barriers to ensure an efficient DRM system
  • Ensuring that your DRM policies are aligned to your organizational policies and procedures
  • Assess the appropriate technologies for ensuring an uninterrupted flow of business operation and data retrieval
  • Identify the critical records that are required to continue business operations in the event of a disaster
  • Create a disaster recovery team who is well prepared in implementing and managing your disaster recovery programme

 

Quality, Integrity & Security Measures

  • Determining the reliability and quality of your EDRM infrastructure and system
  • Defining the link between various business units to support the efficiency of your records management process
  • Examining the various South African National (SANS) and international (ISO) standards, to achieve best practice in reliability, integrity and authenticity of electronically stored information
  • Creating internal versus external benchmarks as effective measurement mechanisms to accurately track the progress of your records management system
  • Identifying where the potential risks exist in your EDRM system
  • Undertaking the appropriate steps to preserving the integrity and protection of all documents
  • Adopting compliance monitoring and inspections for effectively managing the lifecycle of your documents
  • Conducting regular policy reviews and assessments of your EDRM system to establish the effectiveness of the process in line with changes in legislation or business processes

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